Executive Assistant -

Unclassified - Pleasanton, CA

Full-time - Mid Level

Pleasanton, CA

About the position

The position of Senior Executive Assistant is designed to provide high-level executive support to the CEO, ensuring that all administrative and project management tasks are executed efficiently and effectively. The role involves conducting thorough research, preparing detailed statistical reports, and handling confidential information with the utmost discretion. The Senior Executive Assistant will be responsible for preparing correspondence, arranging conference calls, and scheduling meetings to facilitate smooth communication and operations within the organization. In addition to administrative duties, the Senior Executive Assistant will offer strong project management skills to deliver tasks on time and ensure adherence to deadlines. This includes creating and executing project work plans, revising them as necessary to meet changing needs and requirements, and participating in cross-project planning to resolve conflicts in project priorities, resources, schedules, and scope. The role requires maintaining and developing a detailed project schedule that includes all administrative tasks involved in the project, utilizing advanced skills in MS Project or Excel. The Senior Executive Assistant will also be responsible for tracking project changes and producing updated task-based schedules, ensuring that all project documents are complete, current, and stored appropriately. Acting as a strong link between the CEO's office and other departments, as well as between the company and external parties, the Senior Executive Assistant will represent the CEO in internal and external communications. This includes coordinating with management at all levels, managing their expectations for project delivery, and escalating project issues, risks, and recommendations to senior management as appropriate. The role requires composing sensitive correspondence, researching vendors for products and services requested by the CEO, preparing meeting agendas, and providing necessary background information. The Senior Executive Assistant will ensure that the CEO is briefed on his daily schedule, maximizing his time and maintaining an accurate calendar in Outlook. Additionally, the position involves developing memos, policies, procedures, proposals, and other forms of writing under the CEO's direction, acting as a liaison between the CEO and staff, and handling inquiries on the CEO's behalf. The role may also require travel with the CEO to assist at PR events, making it essential for the candidate to be highly trustworthy and possess a high level of integrity.

Responsibilities

• Provide high-level executive support to the CEO by conducting research and preparing statistical reports.
• Handle confidential information and prepare correspondence.
• Arrange conference calls and schedule meetings.
• Offer strong project management skills to deliver tasks and ensure adherence to deadlines.
• Create and execute project work plans and revise them as appropriate to meet changing needs and requirements.
• Partake in cross-project planning to resolve conflicts in project priorities, resourcing, schedule, and scope.
• Maintain and develop a detailed project schedule utilizing MS Project or advanced Excel skills.
• Track project changes and produce updated task-based schedules.
• Ensure project documents are complete, current, and stored appropriately.
• Act as a liaison between the CEO's office and other departments, as well as between the company and external parties.
• Coordinate with management at all levels, managing their expectations for project delivery.
• Compose sensitive correspondence and respond to inquiries with discretion and judgment.
• Research vendors for products and services requested by the CEO.
• Prepare meeting agendas and provide needed background information to the CEO.
• Prepare and/or edit meeting minutes, presentations, and tables.
• Ensure the CEO is briefed on his daily schedule to maximize his time.
• Develop memos, policies, procedures, proposals, and emails under the direction of the CEO.
• Act as the liaison between the CEO and staff, answering questions on the CEO's behalf.
• Travel with the CEO to provide assistance at PR events.

Requirements

• At least 5-7 years of experience as a Senior Level Executive Assistant is required.
• Legal background or experience as General Counsel is preferred.
• Advanced experience with Microsoft Word, Excel, Access, PowerPoint, Project, and Outlook is required.
• Proficient in Microsoft Project or other project planning software is highly preferred.
• Prior project management or management experience with the ability to make executive decisions is necessary.
• Outstanding verbal and written communication skills, including proofing skills, are essential.
• Assertive with a high level of diplomacy and discretion.
• Ability to successfully manage upward and effectively solve problems and resolve conflicts.
• Efficient team management skills are required.
• Ability to travel 10% to 20% of the time is necessary.
• Passionate about assisting and supporting executives.
• Highly trustworthy and possesses high integrity.
• Comfortable dealing with and handling confidential information.
• Extremely motivated and willing to work in a fast-paced, hard-working team.